CRB_Guidance_Doc

CRB Disclosure Application Form Guidance
Introduction Young Archaeologists’ Club
As part of the Young Archaeologists’ Club application process, all Branch and Assistant Leaders in England and Wales are
asked to complete a Criminal Records Bureau (CRB) Disclosure check. (Applicants in Scotland and Northern Ireland also
undergo Disclosure checks but with alternative organisations.) This is in order for the Club to ensure the safeguarding of young
people attending the club. More information about CRB services can be found at www.crb.homeoffice.gov.uk/services.
• This guidance will provide step by step
instructions for completing your CRB form.
You should complete the form whilst working
through the guidance.
• You must complete sections a to e in the
centre pages of the form.
• Once completed, you will need to get a YAC
approved Branch or Assistant Leader at
your Branch to check your ID for you.
• You should then return the form, along with
the completed ID check form, to:
YAC HQ, Council for British Archaeology,
FREEPOST NEA4030, York, YO30 7ZZ.
• Staff at YAC HQ will then check your details,
complete the last page of the form and
submit it to the CRB.
• Be careful when you are filling out the form Download
as any errors may delay your application or
cause the form to be rejected. This guidance document is also available to download as
a PowerPoint presentation from the Leaders’ area of the
YAC Website; www.yac-uk.org/leaders.html#Forms
If you have any questions while completing the form please contact Emily Hellewell on 01904 671417 or emilyhellewell@britarch.ac.uk
CRB Disclosure Application Form Guidance
General Rules Young Archaeologists’ Club
• Write clearly in CAPITAL LETTERS using black ink and place
only one letter or number in each box. Leave a blank box as a
space between words.
• If any of the fields are not relevant to your particular
application, please leave them blank. Do not strike through
any of the sections or state that a field is ‘not applicable’ or
‘N/A’.
• Do not write anything outside the boxes on any part of the form,
including the front page.
• Don’t place any stickers or stamps on the form, for example
address labels.
• Do not use correction fluid.
• If you make a mistake when choosing one of the X boxes,
place a cross in the correct box and circle it.
• If you make a mistake when writing in your details, put a line
through the mistake and, if enough empty boxes remain in that
field, write the correct information starting in the next available
text box to the right. If there is not enough space, you must
include the information instead on an official continuation sheet.
If you have any questions while completing the form please contact Emily Hellewell on 01904 671417 or emilyhellewell@britarch.ac.uk
CRB Disclosure Application Form Guidance
Section a- Applicant‟s Details Young Archaeologists’ Club
• Mandatory fields are marked in yellow (light grey
on this guidance document). If you answer yes to
any mandatory fields you must then go on to
complete the rest of the fields as requested.
Section a
This section requires you, to record your full name, gender, date and place of birth and other information
relating to your personal documentation. You will need to provide original documentation to confirm many
of the details you provide in this section during your ID check.
• a 1-3: Complete your title, surname and forename(s).
• a 4-13 Other Names: You must
record any other names you have
been known by – including
surnames and forenames. This
could be through marriage, civil
partnership, divorce, deed poll or
for any other reason.
• If you have used other names, you must cross the ‘yes’ box against a4 and then provide all the
combinations of both your forenames and surnames that you have used.
• Make sure that with each surname you provide you also include the forename(s) that you used with that
surname, and the dates between which you used each of these name combinations. Dates in this section
should be provided using the month and the full year (mm/yyyy)
• If you run out of space on the form, then you must provide the details on a continuation sheet, which was
included with your form or are available to download from www.crb.homeoffice.gov.uk/continuation
If you have any questions while completing the form please contact Emily Hellewell on 01904 671417 or emilyhellewell@britarch.ac.uk
CRB Disclosure Application Form Guidance
Section a- Applicant‟s Details Young Archaeologists’ Club
• a 15: Place an X against your gender. Transgender applicants should contact the CRB
Transgender Line on 0151 676 1452 or email crbsensitive@crb.gsi.gov.uk for further advice.
• a 16-17 Place of Birth: These details must match those found on your birth or adoption
certificate.
• a 18-19 Contact Details: You do not have to provide an email address or telephone number here
but it is useful if the CRB need to contact you about your application.
• a 20-31: The remaining fields in Section a relate to
your personal documentation. You must indicate if you
have any of these by placing a cross in the respective
boxes.
• If you place a cross against one of the ‘yes’
boxes, you must then also provide the details
requested about that particular document. Please
take care whilst filling in these details and make sure
that you provide the correct information as it appears
on the relevant document.
• If you don’t have the document or number being
requested, just put a cross in the respective ‘no’ box
and move on to the next question.
Remember, if you make a mistake when choosing
one of the X boxes, place a cross in the correct
box and circle it. Don‟t use correction fluid.
If you have any questions while completing the form please contact Emily Hellewell on 01904 671417 or emilyhellewell@britarch.ac.uk
CRB Disclosure Application Form Guidance
Section b- Current Address Young Archaeologists’ Club
Section b asks you for details of your five-year address history. If you do not have a straightforward
address history, perhaps because you are a student or spent some time travelling, contact YAC HQ or go to
http://www.crbeguide.co.uk/html/english/applicantGuide/page27Info.html for more detailed information
about how to fill in your address information in sections b and c on the application form.
• b 32-36: Provide the address where you are currently living. This will be where the CRB will write
to you and send the results of your CRB check.
• If the first part of your address is fairly lengthy, you may split it across the two lines of boxes in
section b32. Remember to leave an empty box between each word.
• Please ensure that you provide a complete address. The only field that is not mandatory is the
county (b34).
• The country field is mandatory. If you are a resident of the United Kingdom you must write the
words UNITED KINGDOM in b36 and provide your postcode in b35.
• b 37: Put the month and year that you moved into this address (mm/yyyy).
If you have any questions while completing the form please contact Emily Hellewell on 01904 671417 or emilyhellewell@britarch.ac.uk
CRB Disclosure Application Form Guidance
Section c- Other Addresses Young Archaeologists’ Club
• c 38-49: You must provide a full five year
address history. If you have not lived at the
address entered in Section b for at least five
years you should complete section c.
• There should be no gaps in your address
history and if you have lived overseas during
this period you should include these
addresses. A complete address is always
required.
• Start with your most recent address and
work backwards from there. Address details
are requested in a similar way to those in
section b.
• c 43 and c 49: You must also include the
dates that you lived at each address. Please
enter the ‘from’ and ‘to’ periods for your
addresses in mm/yyyy format. The month and
year that you left one address will ideally
match the month and year that you moved into
the next address.
There is space on the form to record up to two additional addresses. Further
addresses should be provided on a continuation sheet. If you need a
replacement, contact YAC HQ or go to www.crb.homeoffice.gov.uk/continuation
to download one.
If you have any questions while completing the form please contact Emily Hellewell on 01904 671417 or emilyhellewell@britarch.ac.uk
CRB Disclosure Application Form Guidance
Sections d and e- ISA registration and Applicant Declaration Young Archaeologists’ Club
Section d
• You do not need to complete this section. As
YAC meetings are not classed as regulated
activity, you will not be applying for ISA
registration with this application.
Section e
• e 55 Criminal Record: Place an X in the relevant
box to indicate if you have ever been convicted of
a criminal offence or received a caution,
reprimand or warning.
• e 56-57 Declaration: Read the declaration, if you
agree that the information you have provided in
the application is complete and true, sign the
form. Please ensure that your signature is
contained within the box provided and then date
the form.
Don‟t forget to check the form!
• Have you completed all of the mandatory sections marked in yellow, even if that means crossing a „no‟ box when
appropriate?
• Have you stated all of your middle names and included all of your name combinations?
• Check the dates you have provided with your addresses – do they provide a continuous five year history with no gaps?
• Have you signed the declaration and dated the form in section e?
If you have any questions while completing the form please contact Emily Hellewell on 01904 671417 or emilyhellewell@britarch.ac.uk
CRB Disclosure Application Form Guidance
ID Checking Young Archaeologists’ Club
You now need to get your ID checked. This part of the guidance explains what is required in
completing an ID check. Please contact YAC HQ if you need any advice.
Who can do my ID check?
Any Branch Leader or Assistant Leader can complete your ID check as long as:
• They have had their application as an Assistant or Branch Leader approved by
YAC HQ in York
• They hold a current YAC issued CRB Disclosure certificate (it should not be more
than three years old).
If you are unsure about who in your Branch can complete your ID check please
contact YAC HQ who will be able to advise you.
What do I need to take with me?
You will need to take your completed CRB application form and continuation sheet, the CRB ID
Checking Form provided by YAC HQ and at least three types of original ID (not photocopies). A
complete list of ID documents that are accepted as proof of ID is provided on the next page.
But remember:
• If you have indicated that you have a national insurance number at a 20, you must take proof of this
with you, for example your national insurance card or a payslip.
• If you have indicated that you hold a driving licence and/or a passport at a 22 and a 24, you must
take the originals with you. Please note: if you have a photocard driving licence you must also take the
paper counterpart.
• If you have indicated that you have been known by a different name(s) at a 4, you must take
documentation with you which confirms your name change, for example a marriage certificate.
• Your documentation should allow the ID checker to confirm your date of birth and your current
address.
If you have any questions while completing the form please contact Emily Hellewell on 01904 671417 or emilyhellewell@britarch.ac.uk
CRB Disclosure Application Form Guidance
ID Checking- Valid ID Documents Young Archaeologists’ Club
Group 1 ID Documents Group 2 ID Documents
You should provide at least one of these. If you If you cannot provide at least one document from Group
cannot provide at least one of these you should 1 you should provide at least 5 from Group 2.
provide 5 documents from Group 2.
• Marriage/Civil Partnership Certificate
• Passport • Birth Certificate - (non UK or issued after 12 months
from birth)
• UK Driving Licence - full or provisional (a photo card • Vehicle Registration Document
is only valid with the paper counterpart licence)
• P45/P60 Statement **(UK)
• UK or EU National Identity Card • Addressed Payslip *
• National Insurance Card (UK)
• Identity Card for Foreign Nationals (ICFN) • Electricity bill*
• Gas bill *
• Birth Certificate (UK) - issued within 12 months of
date of birth • Water bill *
• Telephone bill * - including mobile phone bills
• HM Forces ID Card (UK) • TV Licence **
• Credit Card/ Store Card Statement *
• Firearms Licence (UK) • Bank/Building Society Statement*
• Adoption Certificate (UK) • Mail Order Catalogue Statement*
• Financial Statement ** - e.g. pension, ISA
• Mortgage Statement **
• Benefit Statement* - e.g. Child Allowance, Pension
• Insurance Certificate **
Remember: If you have answered “yes” and • Council Tax Statement (UK) **
provided details for any of the questions in • Exam Certificate - e.g. GCSE, NVQ, O Level, Degree
Sections a 20-27, you must take evidence of • NHS Card (UK)
these documents with you to show your ID • Certificate of British Nationality (UK)
checker. • Work Permit/Visa (UK) **
*documentation should be less than three months old
**issued within past 12 months
If you have any questions while completing the form please contact Emily Hellewell on 01904 671417 or emilyhellewell@britarch.ac.uk
CRB Disclosure Application Form Guidance
ID Checking- Completing the ID Check Young Archaeologists’ Club
• Your ID checker will look at your CRB
application form and your ID documents.
• They will then complete the ID Check Form,
stating who they are, when they carried out
the ID check and what documents they saw.
• They do not need to write anything on the
CRB application form.
• Sections w, x and y will be completed by
YAC HQ when the form is returned.
• When your ID check has been completed
please send your:
 Completed CRB application form
 Continuation sheet
 ID Check Form
 Photocopies of your ID documents (if
possible)
 This guidance document (in order to
keep our printing costs down)
to YAC HQ, Council for British
Archaeology, FREEPOST NEA4030, York,
YO30 7ZZ.
If you have any questions while completing the form please contact Emily Hellewell on 01904 671417 or emilyhellewell@britarch.ac.uk